Work Order Workflow

How long does it take to get this workflow live?

You can publish the template and run your first live work order in minutes. There is no implementation project, no external software to install, and no developer required. Once published, your team starts submitting and processing work orders immediately inside assess.one.

How do I set up priority-based approval routing?

Approval routing logic is configured directly inside assess.one using the workflow builder. You define which priority levels require approval, which roles or individuals are approvers, and what happens on approval or rejection — all without writing code. Changes to routing rules take effect immediately when you update and republish the workflow.

What do I need to customise before going live?

At minimum, you should configure your priority categories, assign approver roles, and set up technician assignment rules to match your team structure. You can also customise the asset and location capture fields, notification messages, and scheduling logic. All of this is done inside assess.one — no external tools or dev work needed.

Who needs access to run this workflow?

Different steps are assigned to different roles — requesters submit work orders, managers or supervisors handle approvals, schedulers assign jobs, and technicians record work performed and submit completion evidence. Each person only sees and acts on the steps relevant to their role. You configure role assignments inside assess.one when setting up the workflow.

How does the approval step work, and what happens if a work order is rejected?

When a work order reaches the approval step, the designated approver is notified and reviews the request inside assess.one. If approved, the workflow routes automatically to scheduling and assignment. If rejected, the requester is notified with the rejection outcome and the work order status is set to Rejected — creating a clear record of the decision.

How do technicians record labour and materials during execution?

Technicians complete the labour and materials step directly inside assess.one as part of the workflow — logging time, resources used, and any relevant notes against the work order record. This keeps cost and effort data captured at the point of execution rather than entered retrospectively into a separate system.

What happens if work is incomplete or fails verification?

The workflow includes a verification step where a supervisor or designated verifier reviews the completed work and submitted evidence. If the work does not meet the required standard, the workflow routes back to the technician for rework before closure. This loop continues until verification passes, ensuring no work order is closed prematurely.

How are notifications handled for requesters and technicians?

Notifications are configured inside assess.one and trigger automatically at key points — confirmation on submission, rejection notice if not approved, assignment notification to the technician, and closure notification to the requester. You can customise notification content and delivery channels, including email and Slack, within the platform without any third-party development work.

Can I track work order status in real time?

Yes. Status fields update automatically as the workflow progresses — from Open through Scheduled, In Progress, Pending Verification, and Completed or Rejected. This gives operations managers a live view of where every work order sits in the process at any point in time, all within assess.one.

Does this workflow support compliance and audit requirements?

Every step, decision, approval, and status change is recorded inside assess.one, creating a timestamped audit trail for each work order from intake to verified closure. This supports maintenance compliance requirements, internal audits, and any reporting that requires evidence of process adherence.